Senior Officer, Procurement 83 views0 applications

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 192 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the world’s largest volunteer-based humanitarian network. The Federation is a membership organisation established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. IFRC country office in Mozambique (MCO) which is just reopening is part of the Southern Africa Country Cluster set-up and its role and mandate in Mozambique are defined as support to the Mozambique Red Cross (Cruz Vermelha de Mozambique, CVM) in managing the Cyclone Idai relief and recovery operation, programme/service delivery, resource mobilisation, ensuring quality and accountability to donors, coordination of NSD/BD activities towards CVM development and ensuring effective implementation of the Cyclone Idai Emergency Appeal and Annual Operational Plan agreed with the CVM. National Society Development (NSD) Delegate is directly reporting to the Head of the Country Office. In Mozambique, there are three Partner National Societies with in country presence These are namely the Belgian RC Flanders, the German Red Cross and the Spanish Red Cross. CVM has gone over the 10 years through a number of crisis which weakened the National Society substantially. New statutes were introduced in 2017 and a new governing board was elected and a new Secretary General appointed in the same year. Since his appointment a number of initiatives have started to reorganize the national society and to aim for financial sustainability in the future. New key staff, including Directors for Programmes and Finance and Administration were hired in the beginning of 2019.I 2018, OCAC was conducted. In March 2019 a powerful cyclone hit the central part of Mozambique caused several hundreds of casualties, widespread damage and resulted on huge loss of infrastructure and crops. The response of the Red Cross and Red Crescent Movement in support of CVM will put additional pressure on the National Society limited capacity and will demand scaling up of staffing and other organizational components. There is, therefore, an opportunity to use the emergency to support longer term NSD activities by putting deliberate efforts to strengthen the institutional and operational preparedness capacity of the CVM in all sectors especially in finance, HR leadership skills, branch development, volunteer management, PMER and logistics amongst many others.

Job Purpose

With guidance and support from the Procurement Delegate, the Senior Procurement Officer based in Beira will monitor activities and services to enable the delivery of procurement services in-line with IFRC Logistics strategy and IFRC procedures ensuring right quality and optimized services that meets the requests of services users.

This role is primarily focused upon conducting all country level procurement activities for and on behalf of IFRC. The role will work closely with the Procurement delegate for delivery of logistics services with responsibility for procurement activities e.g. ensuring local and international sourcing, timely deliveries, quality of goods and services, local market research.

This role is expected to play an active role in training and support other IFRC and National Society staff in relevant procurement activities and support the coordinator to ensure alignment in cross-function activity. As such, this role will require strong procurement experiences as well as excellent communication and organisational skills.

Job Duties and Responsibilities

Key areas of influence and key internal relationships include:

• Carry out operational and tactical procurement for Mozambique operation in strong coordination with Procurement Delegate and strategic sourcing team.
• Be accountable to ensure the availability of all goods and services (right quality, right price, right time) in close coordination with the Procurement Delegate and the local staff. This role carries accountability for ensuing compliance with IFRC supply chain standards globally.
• Charged with the preparation and issuance of local purchase orders for supplies, equipment and services.
• Preparation and submission of Sourcing and Operational Management reports and analysis including tracking and performance tools.
• Co-ordination and execution of procurement activities
• Provision of services to in country operating National Societies and IFRC partners. The current main challenge faced within this role is in ensuring procurement activity is in compliance with IFRC procedures, regulations and standards.

Key Accountabilities

• The incumbent should set-up, plan, co-ordinate and organize IFRC country level procurement activities, in coordination with the IFRC procurement delegate and the IFRC Regional Office, in full compliance with IFRC Procurement Procedures and Processes ensuring best practice to enable efficient and cost-effective procurement process meeting requirement of requestors;
• To closely liaise with relevant IFRC technical operational departments to establish procurement plans, procurement pipelines to keep requestors informed and ascertain needs and technical requirements/specifications from those technical departments to enable delivery in time of requested goods and services.
• Survey local market to establish availability of relevant goods and services for the operation keeping a register by category for reference;
• To maintain and communicate a comprehensive data of all goods and services procured at a country level, and registered suppliers to enable LPSCM Regional and Global to evaluate and instigate opportunities to consolidate supplier commercial arrangements for the benefit of the IFRC and its country partners.
• To report to the country procurement delegate any foreseen changes in procurement plans and activities and discuss viable approaches to efficient delivery;
• Be accountable for compliant IFRC processes and procedures in the operation, support and provide advice to SPOCs for other departments conducting procurement (e.g. Administration, fleet) ensuring that all procured goods and services are compliant with IFRC regulations and quality standards and are fit for purpose and inspection compliant when required.
• To provide support and training as and when required to national procurement staff, delegates, volunteers and National Societies personnel (NS) to improve the quality of procurement services within the Red Cross Red Crescent Movement, promote adherence to best practice principles and compliance with necessary regulation, legislation and IFRC procedures.
• To support the Procurement delegate in managing, evaluating and reporting upon procurement activity which meets delivery, budget and quality targets in-line with IFRC procedures and country procurement plans
• Ensure BVM and ensure benchmark with international pipeline (Timeline, Quality, BVM)
• Manage the sourcing, procurement and delivery of national services as appropriate in a timely and cost-effective manner.
• To prepare and launch tender processes.
• Obtain quotations, prepare comparative bid analysis and purchase recommendations and, when authorized, purchase appropriate supplies. Organize delivery.
• Manage all procurement contracts for goods and services. Maintain records and track performance for all procurement contracts.
• Ensure that an efficient and up-to-date asset and material tracking system is in place for all procurement and distributions.
• Identify and maintain accurate supplier information for regularly purchased items: keep informed of local market conditions and establish and maintain good working relations with suppliers and inspection companies. If a voucher system of delivery is implemented, identify suppliers, monitor stock in supplier’s warehouse and monitor voucher delivery.
• Support cash-based activities and programs
• Ensure integrated approach with HNS and on job training for CVM logistic unit officers
• Enhance present CVM logistic practices and standards
• With support from Procurement Delegate and LPSCM office in Nairobi, set up logistic capacity building strategy and implement tools, including set up of logistic capacity building indicatorS

Education

• Educated to master’s degree level or equivalent in relevant subject; preference for Logistics, procurement and supply chain management
• Demonstrable of high level of competency in logistical supply chain management and procurement can substitute for degree level qualification

Experience

• Availability to manage local staff/teams, direct logistics operations.
• A Minimum of 5 years’ experience in procurement activities in a cooperate and/or in a humanitarian organization
• Ability to motivate, lead and work effectively through others to achieve operational objectives
• Experience of working with a Red Cross/Crescent Society.
• Strong procurement knowledge and experience, particularly in a large-scale / multiple items integrated supply-chain management
• Experience in the implementation & monitoring of logistics and procurement of multifaceted reconstruction and livelihoods projects, in a recovery context
• Experience of the use of Cash/Vouchers
• Experience in developing and implementing trainings in supply chain management
• Experience in staff management

Knowledge, skills and languages

• Good planning and analytical skills – must be able to identify key information and evaluates, to set and achieves work tasks, taking into changing demands and plan and prioritize workload.
• Strong communication skills – must be articulate, approachable, collaborative, supportive and an active listener, must demonstrate tact and diplomacy.
• Excellent analytic and computer skills (MS Word, MS Excel, MS PowerPoint)
• Intermediate level of Excel. Formulas, dynamic tables and graph are required.
• Skilled in training, mentoring and coaching individuals and groups, as appropriate
• Flexible and willing to deal with ambiguity, changes and challenges.
• Able to prioritize work, multi-task and meet deadlines
• Fluent spoken and written Portuguese is required
• Good spoken and written English is required

Competencies and values

• Values: Respect for diversity; Integrity; Professionalism; Accountability
• Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust
• Managerial competencies: Managing Staff; Managing Performance

Comments

The Federation is an equal opportunity employer.